Clubs and Societies Sponsorship Agreement

This template has been created to assure that all clubs and societies take a consistent approach when making agreements with sponsors. This type of written agreement is vital to ensure that the expectations of both parties are clear and concise.

Fields in GREY text will need to be filled except text which is explanatory notes or handy tips to help you write your agreement, these notes can be deleted from the document before signing.

The sponsorship agreement must be submitted to your campus Advice and Activities Caseworker for the committee’s approval.

If you need any help in completing this document, please contact the Clubs and Societies Coordinator at


Sponsorship Agreement between the CLUB/SOCIETY NAME & SPONSOR NAME.

1. Definitions

For the purposes of the agreement:

1.1 CLUB/SOCIETY NAME, The University for the Creative Arts’ Union, Falkner Road, Farnham, Surrey (edit depending on campus location) is described as the CLUB/SOCIETY ABBREVIATION (for example, the Students’ Union is abbreviated to the SU)

1.2 SPONSOR NAME, ADDRESS 1, ADDRESS 2, ADDRESS 3, ADDRESS 4 is described as SPONSOR NAME ABBREVIATION

2. Duration of Agreement

This agreement will last for one year from the date of signature (amend as appropriate)

3. Acceptance of this agreement

3.1 Upon signing this agreement, SPONSOR NAME are bound by The SU terms and conditions (attached).

3.2 Failure to comply with the Terms and Conditions of the Students’ Union will result in termination of this contract.

3.3. Unauthorised publicity on campus is prohibited. This includes the

employment of Student Brand Managers and distribution channels outside the SU’s control. Unauthorised publicity will result in a penalty clause of £1+ vat per item payable to The University for the Creative Arts Students’ Union and immediate termination of this agreement.

4. Obligations

4.1 The CLUB/SOCIETY NAME obligations

The CLUB/SOCIETY NAME will provide the following:

(NB. Your obligations should summarise all of the activities you have agreed to provide for the sponsor. The points below are examples of the types of activities you may have agreed with a sponsor, please add, delete or amend as appropriate.

!Handy Tip! Only agree to provide the things that you can deliver & update your sponsor as and when you complete each activity. For on-going activities give sponsors regular updates anyway, this will assist in building relationships and will make sponsors more inclined to support your club/society in the future)

4.1.1 Include SPONSOR NAME logo on all club/society clothing

4.1.2  Include SPONSOR NAME logo and link on all email correspondence

4.1.3 To distribute flyers to all CLUB/SOCIETY NAME members twice a term

4.2. SPONSOR NAME Obligations

SPONSOR NAME agrees to:

(NB. Sponsors obligations should summarise all of the resources they have agreed to provide your club/society. The points below are examples of the types of support that you may have agreed with a sponsor, please add, delete or amend as appropriate.

!Handy Tip! Ensure that this section is accurate. It will assist the SU finance department when invoicing sponsors as it provides a written confirmation as to what has been agreed. Be sure to refer back to your sponsor’s obligations throughout the year, sponsorship agreements are two-way agreements and as such your club/society should ensure that sponsors deliver what has been agreed)

4.2.1 Provide the CLUB/SOCIETY NAME with all promotional materials required for the promotions set out in these terms and conditions upon the request of the SU, and to the required specifications.

4.2.2 Pay the CLUB/SOCIETY NAME a fee of £INSERT + VAT no later than 30 days from the date of invoice. (!Handy Tip! Ensure that during negotiations that you ascertain whether sponsorship fees are inclusive of VAT)

4.2.3 Be available for consultation should the CLUB/SOCIETY NAME require further information during the term of this contract.

Signatures

For and on behalf of the CLUB/SOCIETY NAME

Signature …………………………………………………………………………………………..

Name ………………………………………………………………………………………………….

Position ………………………………………………………………………………………………

Date …………………………………………………………………………………………………..

For and on behalf of The University for the Creative Arts Students’ Union

(NB. This should be signed by the Chair of the clubs and Societies Committee after being approved by the committee.

Signature …………………………………………………………………………………………..

Name ………………………………………………………………………………………………….

Position ………………………………………………………………………………………………

Date …………………………………………………………………………………………………..

For and on behalf of SPONSOR NAME

Signature …………………………………………………………………………………………..

Name ………………………………………………………………………………………………….

Position ………………………………………………………………………………………………

Date …………………………………………………………………………………………………..

The University for the Creative Arts Students’ Union Terms and Conditions

(NB. It is advised that all clubs/societies include the following terms and conditions with all sponsorship agreements. These general terms will provide you with a good professional framework and ensure that both your club/society and sponsor work within the Students’ Union policies.)

Generalities

• As a students’ union, The University for the Creative Arts Students’ Union has policies that do not allow the promotion of certain products, services and companies. Please note that your proposal / booking may need to be passed and approved by the students union executive committee before a go ahead is given.

• We reserve the right to refuse to distribute any material we deem unsuitable. Our decision is final.

• A media booking does not constitute an endorsement by the students union, and any promotional material should not suggest such support.

• If you are unsure about your promotion please send any copy, designs and/or an outline of your promotion to CLUB/SOCIETY CONTACT

• Any queries concerning the order must be received within 5 working days from the date of invoice.

Payment

• Payment must be made within 30 days of invoice

• Payment may be made in advance with your order by cash or cheque made payable to the University for the Creative Arts Students’ Union.

Cancellations

• All cancellations must be in writing to CLUB/SOCIETY NAME at The University for the Creative Arts Students’ Union.

• Cancellations made more than 30 days prior to the 1st publication or event/agreement date – 50% of agreed fee is chargeable

• Cancellations made more than 15 days prior to the 1st publication or event/agreement date – 75% of agreed fee is chargeable

• Cancellations made more than 7 days prior to the 1st publication or event/agreement date – 90% of agreed fee is chargeable

Liability

• In the event that for any reason The University for the Creative Arts Students’ Union shall cancel all or any part of the publication or event or to be unable to perform their obligation under this agreement the liability of The University for the Creative Arts Students’ Union shall be limited to the refund of any payments made by the client / sponsor to the Students’ Union under this agreement.

• No client / sponsor may take or receive monies by cheque, cash, debit or credit card or otherwise from any visitor on the day unless previously agreed by The University for the Creative Arts Students’ Union.

• Any information collected by client / sponsor may only be used for that sponsor and may not be passed to or sold to any third parties. Clients / sponsors must comply with the Data Protection Act in relation to any data collected or obtained during events.

• Clients / sponsors are responsible at all times for the safety and security of their property. The University for the Creative Arts Students’ Union cannot be held responsible for any matters outside our control.

• Any client / sponsor planning on giving away food or drink must inform The University for the Creative Arts Students’ Union prior to the event; if permitted, the client / sponsor must provide evidence of compliance with relevant health and safety legislation and insurance. Sale of food or drink is not permitted.

• All clients / sponsors must adhere to all The University for the Creative Arts Students’ Union’s policies at all times. Public sensitivity should be considered before the distribution of promotional material. Any violation of The University for the Creative Arts Students’ Union policies could result in you being asked to leave.

• Our decision is final. Failure to comply with these terms will result in your eviction from the events without reimbursement.

Inserts, leaflets and posters

• The University for the Creative Arts Students’ Union takes no responsibility for the printing of any inserts, leaflets and posters.

• Marketing communications should contain nothing that is likely to cause serious or widespread offence on the grounds of race, religion, sex, sexual orientation or disability. Compliance will be judged on the context, medium, audience, product and prevailing standards of decency.

Indemnity

• You shall indemnify us against loss, actions, costs, claims, demands, expenses and liabilities whatsoever (if any) which may incur either in common law or by statute in respect of personal injury to, or death of, any person, or in respect of any loss or destruction of or damage to property (other than as a result of any default or neglect of ourselves or of any person for whom we are responsible) which shall have occurred in connection with any work executed by you under this contract.

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